Payroll integration
Oracle HCM to Sage Payroll integration: UK changes from Oracle HCM Cloud as an import file for Sage 50 Payroll
An integration between Oracle HCM Cloud and Sage Payroll prepares UK starters, changes, element entries and leavers from Oracle as CSV files for the Data Import of Sage 50 Payroll every period. Sage 50 Payroll has no open API, so payroll starts the import itself, but nobody retypes Oracle data any more.
What the integration does
Organisations that use Oracle HCM Cloud worldwide and pay their UK entity in Sage 50 Payroll export a report from Oracle every month and rework it by hand into Sage's columns. A salary change that takes effect retroactively in Oracle easily falls between two Sage runs.
- KoppelHet sets up the Payroll Interface extract in Oracle, limited to the UK legislative data group.
- Oracle delivers the extract through SFTP; KoppelHet converts employees into the Employee Details template.
- Before the close KoppelHet builds the file with the period's element entries as hours and rates.
- Payroll makes a backup and imports the files into Sage 50 Payroll.
- Rejected lines go on the difference list for HR.
What to watch for with Oracle HCM Cloud and Sage Payroll
- Oracle's Payroll Interface delivers salary, element entries and bank accounts as historical entries with effective date, and the rest as the state within the period. A retroactive pay rise thus arrives in the Sage file with its own date, so payroll sees the back pay.
- Sage 50 Payroll cannot import factored payments in the hours and rates template, only hours worked or a rate per hour. An Oracle element that works as a percentage or factor is therefore put on the list for manual entry by KoppelHet.
- Sage has a separate import template to assign new payments or deductions to an employee, but that template does not change hours or rates of existing payments. KoppelHet therefore delivers a new Oracle element for an employee as an assignment first and only then in the payments file.
- For the Payroll Interface Oracle requires a legislative data group and a payroll statutory unit per country. The United Kingdom gets its own group, and KoppelHet only reads that one, so employees from other countries never end up in a Sage file.
- Oracle delivers the Payroll Interface through the HCM Extracts infrastructure, including to an SFTP folder. KoppelHet picks up the file there and prepares the Sage files with the period in their name, so payroll sees which file belongs to which run.
- The RTI Payroll ID can no longer be changed in Sage once the employee is imported. KoppelHet therefore puts the Oracle PersonNumber in the Employee Reference and leaves the RTI field empty.
- Oracle has templates for certain payroll providers in the Payroll Interface, but not for Sage 50. KoppelHet therefore builds the Sage 50 columns itself on the extract output, with a BI Publisher template or in the conversion step.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Can Sage 50 Payroll import the files automatically?
Not by default. Payroll starts the import, and Sage recommends a backup first. Fully automatic is only possible with the SDK from the paid Sage Developers Programme.
Do bank details also go across?
The Payroll Interface supplies them, but we leave them out of the first version. Payroll keeps them in Sage; that can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the Global Payroll Interface extract (Features by Country or Territory, legislative data group and payroll statutory unit for the United Kingdom, BI Publisher template, delivery through SFTP), filtered on employees of the UK legal employer.
- Sage 50 Payroll through File > Data Import with the CSV templates Employee Details, Assign employee deductions and payments and Employee Payments (Hours and Rates), or Advanced Data Import with XLS or CSV and a custom mapping.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Sage Payroll | Notes |
|---|---|---|
PersonNumber | Employee Reference | Fixed key; Sage creates the RTI Payroll ID itself |
Naam (workers) | Forename, Surname | |
National identifier (GBR) | NI Number | |
Start date van de work relationship | Start Date | |
Salary amount en frequentie | Regular pay in Employee Details | Converted to the Sage period |
Element entry (uren of tarief) | Employee Payments (Hours and Rates) | Lookup per element |
Termination date | Leaving Date |
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